Expense Claim Checker · Finance
Every expense claim checked against your policy before approval
Each claim gets a policy note for the manager, who approves or rejects. Approved claims are logged to your sheet and the employee hears back in Slack.
Free account to start. Buying and running live need a paid plan.
- Starts when your form or app sends it something
- 1 AI step
- A person approves before it acts
- About 15 min to set up
Sound familiar?
The job, before and after this agent.
What it feels like today
- “Managers approve expenses without reading the policy.”
- “Someone retypes every expense form into our spreadsheet.”
- “Employees never know whether their claim went through.”
What you get with the agent
- Each claim checked against your written policy: category, limits, receipt link, pre-approval and never-reimbursed items
- A policy note and suggestion the manager sees at a glance
- Manager approval on every claim, with each check shown
- Approved claims appended to your Google Sheets expense log with result, note and approval time
- A Slack DM to the employee either way
Before
Claims arrive in email, the manager approves from memory, and finance discovers the over-limit dinner at month-end.
After
The manager sees the claim with “within meal limit, receipt linked” already noted, approves in one click, and the log and the employee are updated.
How it works
The whole workflow, step by step.
Starts from each claim your expense form posts to its webhook. AI checks it against your written expense policy — allowed category, limits, receipt link, pre-approval and never-reimbursed items — and writes a policy note and a suggestion. The manager approves or rejects every claim in Reviews, seeing each check. Approved claims are appended to your expense sheet in Google Sheets with the policy result and note, and the employee gets a Slack direct message either way. It checks policy, not tax treatment: it makes no tax or credit decision, doesn't read receipt images and doesn't reimburse anyone.
- TriggerNew expense claim
- App callFind the employee in Slack
- AI stepCheck it against your policy
- LogicCheck the math
- Human approvalManager approves the claim
- Approved:Add it to the expense sheet
- Rejected:Tell the employee it wasn't approved
- App callAdd it to the expense sheet
- App callTell the employee it's approved
- OutputApproved and logged
- App callTell the employee it wasn't approved
- OutputNot approved
This is the workflow that opens in your workspace when you set the agent up. Every step can be edited.
- Step 1New expense claimStarts when your expense form posts a claim to this webhook: employee, amount, merchant, date, category, purpose and a receipt link.
- Step 2Find the employee in SlackLooks up the employee's Slack account from their work email, so they can be told the outcome by direct message.
- Step 3Check it against your policyAI checks the claim against your written expense policy — allowed category, limits, receipt rules, pre-approval — and writes a policy note and a summary for the manager. It suggests; the manager decides.
- Step 4Check the mathRecalculates each policy limit for this claim (limit × guests, days or nights) and how far the claim is under or over it in code — not by AI — writes the correct figures into the policy note and summary, and flags anything the AI got wrong for the manager.
- Step 5Manager approves the claimThe manager reads the claim, the policy checks and the suggestion in Reviews, and approves or rejects. Every claim needs this approval.
- Step 6Add it to the expense sheetAppends the approved claim to your expense sheet with the policy result and note.
- Step 7Tell the employee it's approvedSends the employee a Slack direct message that the claim was approved and logged.
- Step 8Approved and loggedThe run history keeps the claim, the policy check and the approval.
- Step 9Tell the employee it wasn't approvedSends the employee a short Slack direct message to talk to their manager.
- Step 10Not approvedThe run history keeps the claim and the rejection; nothing was logged.
Example run
What goes in, and what comes out.
Example with fictional data
Comes in
A fictional claim from Dana: $64.20 dinner at Lucia's Trattoria while travelling to a customer visit, receipt linked.
The agent produces
Policy note: travel meal within the limit, receipt link present, no pre-approval needed. Suggestion: approve. After the manager approves, it's logged and Dana gets a Slack DM.
What you need
Everything it takes to run it.
About 15 minutes from purchase to live. A checklist above the canvas takes you through each step.
Plan
Included in Enterprise; on other paid plans it's $89 once. Agents run live on paid plans, from Basic ($39/mo).
Your AI key
Connect any of 14 AI providers on your own key. Your provider bills usage directly, at cost; we add no markup.
Apps
- SlackLive
- Google SheetsLive
Checklist
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- Google Sheets and Slack, connected in Settings → Integrations.
- An expense form that can post JSON to a webhook, with the employee's Slack email.
- Your written expense policy.
Setup, about 15 minutes
- Connect your AI provider. The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
- Connect Slack. Connect your Slack workspace (Settings → Integrations → Slack).
- Connect Google Sheets. Connect the Google account that can edit the expense sheet (Settings → Integrations → Google Sheets).
- Paste your expense policy. Open “Check it against your policy” and replace the placeholder with your written policy.
- Pick the expense sheet. Open “Add it to the expense sheet” and pick the account, spreadsheet and tab.
- Pick your Slack account. Open “Find the employee in Slack”, “Tell the employee it's approved” and “Tell the employee it wasn't approved” and pick your Slack account in each.
- Test it with Dry Run. Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
- Switch the trigger on. Open the trigger, switch the webhook on and copy its URL and secret into your expense form.
Is it a fit?
Who it's for, and what it won't do.
Built for
- Small and mid-sized companies with a written expense policy
- Operations or finance managers who process claims
- Teams using a form rather than an expense platform
What it doesn't do
- It checks claims and organises them for a person to approve; it makes no tax or credit decision and doesn't say what's tax-deductible.
- It doesn't read receipt images — only whether a link was given; the manager opens the receipt.
- It doesn't reimburse anyone or touch payroll or accounting.
- Nothing is logged as approved without the manager's approval.
We list the limits up front so you can decide before you buy.
Price
$89 one-time
Per workspace. It never renews.
- Included at no extra cost on Enterprise.
- Buying and running it live need a paid plan, from Basic ($39/mo).
- Dry Run costs nothing: simulated AI and app calls, nothing sent.
- AI usage is billed by your own provider, at cost. No AI credits to buy from us.
One-time agent purchases aren't covered by the 30-day money-back guarantee. Refund policy
FAQ
Questions about Expense Claim Checker.
Does it decide what gets reimbursed?
No. It checks the claim against your policy and organizes it; the manager approves or rejects every claim. It makes no tax decisions and doesn't reimburse anyone or touch payroll.
Does it read receipts?
No. It checks that a receipt link was given when your policy requires one; the manager opens the receipt.
What does it need?
An expense form that can post to a webhook with the employee's Slack email, your written policy, Google Sheets and Slack. Setup takes about 15 minutes.
Is it worth the price?
It's a one-time purchase that never renews, and it removes the retyping and policy-checking from every claim. Live runs need a paid plan and your own AI key; Dry Run is free.
What should the form send?
A JSON POST with employee_name, employee_email (their Slack email), amount, currency, merchant, expense_date, category, purpose, receipt_url and submitted_at. Your form or site posts it with the webhook's signature header.
Can the AI get the limit math wrong?
Not in what the manager sees: a per-guest or per-day limit times the number of guests or days, and how far the claim is under or over it, are recalculated in code after the AI's check and written into the policy note. If the AI was off, the review screen shows what was corrected.
What does the expense sheet look like?
A tab with the columns Submitted, Employee, Email, Expense date, Merchant, Category, Amount, Currency, Purpose, Receipt link, Policy result, Policy note, Status, Approved at (A to N).
Is this a subscription?
No. Expense Claim Checker is a one-time purchase of $89 per workspace and never renews. The Enterprise plan includes it at no extra cost. Running it live needs a paid plan (from Basic ($39/mo)), and your AI provider bills you directly for usage.
Can I test it before it touches real data?
Yes. Once it's set up in your workspace, Dry Run plays every step on sample data with simulated AI and app calls: nothing is sent and nothing in your apps changes. Switch the trigger on only when you're happy.
Put Expense Claim Checker to work.
Free account, no credit card. Your Agents page opens with Expense Claim Checker ready to buy and set up, then Dry Run it before it goes live.